Validation and Tuition Payment
Validation is the process by which attendance and funding for the upcoming semester is confirmed. Students must validate every semester, even if financial aid and scholarships cover all fees. If a remaining balance is due after all financial aid has been applied to the student's account, the balance must be paid in full or payment arrangements made on or before the dates indicated below:
|Validation Date||August 1||Validation Date||December 10|
|($50 late fee after this date)||($50 late fee after this date)|
Schedule Deletion Date*
||Noon Friday before classes begin||
Schedule Deletion Date*
||Noon Friday before classes begin|
|($150 fee to re-register)||($150 fee to re-register)|
*Schedules not validated by 12:00 p.m. (MDT) of the Friday before classes begin will be deleted for non-payment. Re-registration is available for the first week of classes, however, course selection is not guaranteed.
Summer Semester Validation Schedule
Review Registration and Billing Statement
Before each semester, students will receive by mail a registration billing statement that includes course schedule, total tuition, fees, housing and meal plan costs, expected financial aid, and remaining balance due. If any item affecting the student account is incorrect, students may contact the appropriate office (financial aid, housing, student records) before validating, however, adjustments to schedule and meal plans will be allowed throughout the drop/add period.
Validation and Tuition Payment Options
If expected funding pays balance in full:
By Email - validate by sending an email to email@example.com. Please include the word 'VALIDATE' along with the student's name in the subject line of the message. A reply acknowledging receipt of the message will be sent as confirmation of validation.
- Students receiving funding in excess of tuition and fees may choose to have those funds deposited directly into a checking or savings account. To participate, complete the Direct Deposit Agreement Form, attach a voided check or savings deposit slip and return to the Business Office.
If paying balance in full:
- Online - follow instructions on CampusPortal. Attendance will be validated automatically by the Student Accounts Office upon receipt of payment.
- By Phone - contact the RMC Cashier at 800.877.6259 ext. 1012
- By Mail - detach the top portion of the Registration Billing Statement and mail with check or credit card payment information to: Rocky Mountain College Business Office, 1511 Poly Drive, Billings, MT 59102
- In Person - Stop by the Student Accounts Office on the main floor of Eaton Hall
Apply for additional funding:
- Apply for additional loan funding - Parents may apply for the Parent PLUS loan, or students can apply for alternative loans in order to secure additional funding. Contact the financial aid office at firstname.lastname@example.org or call 800.877.6259 ext. 1031.
- Installment Payment Plan - Rocky Mountain College will develop a payment plan to assist with paying your remaining balance due. Students must complete the Installment Payment Plan Application each semester and submit to the Student Accounts Office with the $35 application fee and down payment according to the schedule below. An interest charge of 1% per month will be assessed on the remaining balance due after down payment. A $25 late fee will be charged to the student account each month payment is received after the due date. Failure to make monthly payments may result in declaring all remaining installments due and payable, as outlined in the terms and conditions of the payment agreement. If the student withdraws from school and the payment plan agreement is not paid in full, any refund due the student is applied first to the unpaid balance of the payment plan contract. Withdrawal from school does not void the contract.
- Fall Term
- Five-month payment plan - Application and down payment due on or before July 10
- Monthly payments due on the 10th of each subsequent month - August, September, October, November
- Four-month payment plan - Application and down payment due on or before August 1
- Monthly payments due on the 10th of each subsequent month - September, October, November
- Spring Term
- Five-month payment plan - Application and down payment due on or before December 10
- Monthly payments due on the 10th of each subsequent month - January, February, March, April
- Four-month payment plan - Application and down payment due on or before December 10
- Monthly payments due on the 10th of each subsequent month - February, March, April
International Student Validation and Tuition Payment
Before the start of each semester, registered international students receive by email a billing statement that includes a course schedule, tuition, fees, housing and meal plan costs, expected financial assistance, and remaining balance. This mailing also includes information regarding payment deadlines specific to international students and options for submitting payment (credit card or wire transfer). Students are asked to review the registration statement and contact the Office of International Programs to address any discrepancies.
Payment options for international students are limited to payment in full each semester for the first academic year of attendance. Payment must be received by the established validation dates for international students in order to occupy student housing, utilize meal plans, attend classes, or participate in other campus activities.
|Statement emailed to student||June||Statement emailed to student||November|
|Validation/Payment Due||August 1||Validation Date||December 10|
|($50 late fee after this date)||($50 late fee after this date)|
I-20 Cancelation Date*
I-20 Cancelation Date
*I-20 canceled and course schedule deleted for non-payment by date indicated. A $150 fee will be charged to re-register. Once deleted, course selection is not guaranteed.
Returning international students who are in good academic standing may apply for the installment payment plan after successfully completing the first year of attendance. Validation dates are the same as domestic students, however, students who have not met the terms of their payment plan by 12:00 p.m. (MDT) Friday before classes begin will be considered "out of status" according to federal regulations and the I-20 will be canceled.
Student Account Policies
Late fees are assessed and course schedules deleted for non-payment according to the dates outline above. A student may not attend classes or participate in athletic or campus events until he or she has completed the validation process.
No student is allowed to register for or attend classes if he or she has a balance due before the start of each semester, excluding the amount due Rocky Mountain College as it relates to the federal Perkins loan program.
It is the student's responsibility to remain current in payment of charges to his or her account. Failure to pay any amount due may result in Rocky Mountain College withholding work study earnings, transcripts, diplomas, and other related services and privileges until the balance is paid in full.
The privilege of attending or registering for classes may be denied for failure to pay account balances or failure to make payments in accordance with the installment payment plan contract. A hold is placed on the student's account and removed only when the obligation is cleared. Rocky Mountain College will not release the transcript of anyone subject to such a hold.
Past due accounts can result in financial suspension and/or the account being turned over to a collection agency or attorney. Rocky Mountain College reserves the right to add to the debt any attorney fees, court costs, and collection costs subsequently associated with collection of the debt in accordance with statutes set forth by the State of Montana.
Student Tuition and Fee Refund and Withdrawal Policy
Refunds After the "Add/Drop" Deadline
No financial adjustment is made for credit load reduction after the last day to add or drop a course with no record on transcript, unless approved by the Academic Standards Committee or Tuition and Fees Committee. Students requesting an adjustment to charges must submit a written appeal to the appropriate committee, along with written support from a faculty member or advisor before the appeal will be considered. If a student reduces his or her credit load to less than full-time prior to the last day to add or drop a course with no record on transcript, the tuition charges will be recalculated and financial assistance will be revised to reelect the updated credit load.
Withdrawal from College
This policy governs the refund of institutional charges and the return of institutional scholarships and grant funds disbursed for a student who completely withdraws from a term. It does not apply to students who have dropped some classes, but remain enrolled in other classes.
Students withdrawing from college completely are required to complete the process of an official academic withdrawal from Rocky Mountain College. The official withdrawal form can be found online at www.rocky.edu > Academics > Academic Forms and Policies > Academic Withdrawal Form. It is the student's responsibility to contact all departments indicated on the withdrawal form to complete the withdrawal process. The student must contact the student accounts office for information regarding the proration of charges and financial assistance and for the handling of the balance of their account as a result of the withdrawal calculation. Accounts with a balance due Rocky Mountain College are subject to the student account policies outlined herein.
The date the official withdrawal form is submitted by the student determines the percentage of the term completed. This percentage is used to calculate the proration of tuition, fees, room, board, and institutional scholarships and grants. The withdrawal calculation for the return of institutional funds is the same as the return of Title IV funds calculation. If the withdrawal takes place after the first five days of the semester and before 60% of the term is completed, the percentage is determined by dividing the calendar days completed in the period by the calendar days in the period (excluding schedule breaks of five days or more).
- Withdrawal before drop/add date (first five days of semester) - 100% refund
- Withdrawal after drop/add date (after first five days of semester and before 60% of term completed) – prorated refund based on percentage of term completed (number of days completed divided by number of days in semester)
- Withdrawal after 60% of term completed – no refund
If the student withdraws without official notification, the College will determine the last date of attendance. This date is generally the student's last date of attendance at a documented academically related activity. Academically related activities include, but are not limited to, a lecture, a lab, an exam, and/or attending a student group. Residing in institutionally owned facilities or eating at institutionally provided food services are not considered to be academically related activities. If a last day of attendance cannot be determined and the College can verify the student attended at least one class during the term, the 50% point of the semester will be used as the withdrawal date.
Refund of Room if a Student Leaves Residence Hall for Reasons Other Than Withdrawal
The student will be released from the residence hall contract only if he or she meets the criteria for release stated in the Off-Campus Housing Exemption Request Form or Contract Cancellation Request Form. The director of residence life will make the final decision regarding contract releases.
A $250 cancellation fee and prorated room and board charges may be assessed as of the date of final check-out if completed before the 10th day of classes. If final check-out is completed after the 10th day of classes, the $250 cancellation fee and full room and board charges will be assessed. Refunds will not be processed until the final check-out is complete, cleaning and/or damage fees are assessed, furnishings/keys accounted for, and outstanding debt to RMC has been resolved. Any remaining deposit balance will be refunded to the student the semester following the date of termination.
A student whose Off-Campus Housing Exemption Request Form or Contract Cancellation Request Form is denied must pay the full amount of the room and board charges for the full contract period and will not be checked out until the expiration of the contracted term.
This contract may be terminated by the Office of Residence Life at any time for violation of the terms and conditions of this contract. If the contract is terminated, RMC may assess a $250 contract cancellation fee, retain all payments made under the contract, and may seek any other remedy in law or equity. If this contract is terminated, the student agrees to vacate the residence hall within 24 hours, unless written permission has been obtained from the director of residence life. The student agrees to pay all reasonable costs, attorney's fees, and expenses made or incurred by RMC in enforcing this contract.
Refund of Meal Plans for Reasons Other Than Withdrawal
Students are allowed to reduce their meal plans until the 5th day of class each semester and the lower charge will be assessed.
|Housing/Meal Plans||Residence Life Office||406.657.1051|
|Registration/Class Schedule||Student Records Office||406.657.1030|
|Financial Aid/Loans||Financial Aid Office||406.657.1031|
|Billing/Payment Plans||Student Accounts Office||406.657.1016|